Contract Administration & Payment Claims — a cash function now
From 15 April 2026, Victoria's reformed Security of Payment Act sets 20-business-day payment terms, repeals excluded amounts and gates the payment schedule at 10 business days. Missing a date now costs money. Contract administration has become a cash function, and it is one you can run offshore under your contract administrator's direction.
Contract Administration & Payment Claims — at a glance
- What it is: From 15 April 2026, Victoria's reformed Security of Payment Act sets 20-business-day payment terms, repeals excluded amounts and gates the payment schedule at 10 business days. Missing a date now costs money. Contract administration has become a cash function, and it is one you can run offshore under your contract administrator's direction.
- Who buys it: Builders; Subcontractors and suppliers; Designers and QS practices.
- Software: Procore, Buildxact, Aconex, Jobpac, Xero / MYOB, Microsoft Excel, Bluebeam Revu.
- Standards and codes: Building and Construction Industry Security of Payment Act (Vic) as reformed 15 Apr 2026, NSW and Qld SOPA equivalents, AS 4000 / AS 2124 / HIA and MBA contracts.
- Regulatory position: Contract administration, claims and document control are unrestricted. We prepare, your contracts manager or director reviews and issues. Statutory notices are issued in your name.
- How to start: a fixed-fee pilot with a named Australian reviewer, converting to a dedicated seat on the second engagement.
Scope
- Progress claims and payment schedules. Claims prepared in the form the Act requires, tracked to the statutory dates, with supporting measurement from our estimators.
- Variations and EOTs. Variation registers, pricing support, extension-of-time notices and correspondence drafts for your review.
- RFIs and document control. RFI registers, drawing register maintenance, transmittals and revision control across your projects.
- Subcontract administration. Subcontract packages, scope schedules, insurance and licence currency tracking, back-charges.
- Cost reporting. Cost-to-complete, committed cost and cash-flow reporting in your systems.
- Handover and O&M. Compliance evidence packs, O&M manuals and defects registers.
Software we work in
Standards and codes
We work inside your environment on a virtual desktop. Your templates, your title block, your naming.
Built for
Builders
Progress claims, variations, RFIs, subcontract administration and payment schedules under your contracts manager.
BuildersSubcontractors and suppliers
Claims prepared on time and in the statutory form, variation registers and extension-of-time notices.
TradesDesigners and QS practices
Contract administration overflow for practices administering contracts on behalf of clients.
Designers & QSScoping call
Twenty minutes on what is short, which software, and what the acceptance standard is.
Fixed-fee pilot
A defined batch with a named Australian reviewer and a first-pass-yield number.
Dedicated seat
Convert on the second engagement. Your hours, your systems, our team leader, monthly reporting.
Common questions
Do your administrators know Australian contracts?
They are trained on AS 4000, AS 2124, HIA and MBA residential contracts, and on the Security of Payment regimes in Victoria, New South Wales and Queensland, and work under your contracts manager's direction.
What changed in Victoria in 2026?
From 15 April 2026: 20-business-day payment terms, excluded amounts repealed, and a payment schedule must issue within 10 business days or the claimed amount becomes payable. Dates now matter more than argument.
Can you work in Procore or Aconex?
Yes, with role-based access inside your project. Nothing is downloaded to local devices in Vietnam.
Do your administrators work in our name?
Yes. Claims, schedules and notices are prepared for your review and issued in your name. We are back-office capacity for your contracts manager, not a party to the contract.
What is the pilot?
One project's claims cycle for a month: claims, schedule responses, variation register and RFI register, fixed fee, reviewed by your contracts manager.
Start with a pilot, not a headcount.
Fixed fee, a named Australian reviewer, and a first-pass-yield number you can check. Convert to a dedicated seat when the work proves itself.